Assistant Manager of Financial and Staff Operations
Internal Number: 216012548
Assistant Manager of Financial and Staff Operations
Job ID: 2023-16846 Type: Full-Time # of Openings: 1 Category: Arts and Museum Administration
The Princeton University Art Museum welcomes applications for the position of Assistant Manager of Financial and Staff Operations (AMFSO). The AMFSO assists in managing the financial and human resource (HR) operations of the Museum's ~$20 million annual business activity and over 150 full-time, part-time, and student employees. The AMFSO reports to the Manager of Financial and Staff Operations (MFSO) and directly supervises the Staff Operations Analyst and Financial Coordinator.
Ensuring compliance with the universityâ™s policies and procedures, the AMFSO facilitates, monitors, and may approve expenditures within budget allocations according to funding sources. The AMFSO is proficient in various systems, including financial management, data analytics, buying and paying, payroll and absence management, talent acquisition, travel booking and expense management. Using these systems, the AMFSO works closely with the Museum's leadership team, managers, and staff in a variety of fiscal matters, such as purchasing, accounts payable, travel and expense reconciliation, financial reporting, and Museum income monitoring and processing (including the Art Museumâ™s retail operations). This position works closely with all levels of Museum staff, interacts with suppliers, and deals with multiple administrative and academic offices throughout the University. The AMFSO is a backup to the Manager of Financial and Staff Operations and supports the Associate Director for Finance and Operations.
About the Museum: The Princeton University Art Museum is one of the worldâ™s greatest teaching museums, with globe-spanning collections that include more than 114,000 works of art spanning 5,000 years of human history. As an academically based, public-facing museum to which admission is always free, the Museum is committed to shaping welcoming and challenging experiences that unite outstanding art, fresh scholarship accessibly presented, and diverse perspectives.
Assists with auditing Museum transactions and endowment accounts for compliance with policies and procedures and, as needed, resolves errors.
Maintains existing and creates new reports as needed to improve financial administration efficiencies; analyzes and makes recommendations to improve financial systems.
Coordinates with department staff to provide data and support for budgeting, financial planning, year-end close, and other vital financial activities.
Monitors the purchase of acquisitions and their funding sources for compliance.
Assists with year-end financial closing activities, budget preparation, quarterly financial analysis reports and the annual report.
Assists with the supervision of the daily operations of the finance and personnel team and recommends improvements for effectiveness and efficiency.
Supervises the Staff Operations Analyst (SOA) and serves as backup as necessary.
Acts as one of the Art Museum lead users for the Universityâ™s talent acquisition system; as needed, assists other Art Museum staff members with navigating that system and following hiring processes.
Reviews the forms prepared by the SOA as required by the University for staffing actions such as new hires, terminations/retirements, and status changes.
Oversees "New Art Museum Employee Orientation" for all benefits-eligible staff members as they start with the Art Museum.
Oversees monitoring of absence management system reports for all staff members, working with Museum staff as necessary to ensure compliance.
Supervises the Financial Coordinator and serves as backup as necessary.
Oversees all procurement, accounts payable, and cash/check handling activities and reviews expenditures for accuracy.
Collaborates with purchasing agents in preparing contracts, service agreements and statements of work.
Advises and trains Museum staff on University purchasing policies and procedures.
Assists with the preparation and review of written departmental policies and procedures.
Collaborates with the Manager of Foundation and Government Relations on financial monitoring and reporting for grants and sponsoring agencies.
Ensures grant compliance with University and sponsoring agency policies and procedures.
Prepares the financial components of grant proposals and grant reports; monitors grant spending to ensure spending is meeting grant requirements.
Reviews and verifies project-specific financial reports for accurate spending of grants, gifts, and endowed funds in preparation for and compliance with reporting requirements.
Works with Associate Director for Finance and Operations and Manager of Financial and Staff Operations on budgeting processes and update budget information as needed.
Collaborates with Museum Development staff for posting gifts and recording credit line information.
Monitors efficiencies and effectiveness of processes and procedures and recommends updates as necessary; consults with Museum department heads to ensure that processes, procedures, and improvements work across functional areas of the Museum.
Participates in relevant training and meetings to ensure Museum compliance with changing University policies and practices.
Assists with special projects as assigned.
Bachelorâ™s degree in accounting, finance, or a related field and a minimum of six years or more of increasing experience in a finance or business role.
Outstanding organizational, prioritization, and multi-tasking skills, working in a fast-paced environment with frequent interruptions.
Excellent oral and written communication skills with superb attention to detail.
High competency with Microsoft Excel, Visio, and Word and familiarity with system applications such as PeopleSoft and Concur.
Strong customer-service focus with an emphasis on proactive outreach to departments; listens to and understands the unique needs of each department.
Ability to work effectively in a multicultural environment.
Demonstrated ability to maintain confidentiality and discretion about financial and human resource-related information.
Experience using Princeton University systems, including PRIME Financials, Information Warehouse
Knowledge and comprehension of Princeton University policies, procedures, regulations, and overall business processes
Experience working in an art museum, higher education, or not-for-profit environment.
Interest in museums, art history, and visual cultures.
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.